Performing task automation with AI means gaining operational efficiency and, consequently, spend less time in functions that, before, took hours to complete. However, to achieve this, it is necessary to create a workflow, which is nothing more than a work process that uses algorithms to execute and manage these tasks.
Check out the step-by-step guide below to create this AI-powered workflow and automate these tasks:
Step 1: Identify Repetitive Tasks
Before implementing a task automation with AI, map out which daily processes take up a lot of time and require significant manual effort. Good examples include generating periodic reports, approving internal requests, updating spreadsheets and databases, and answering customers frequently asked questions.
Step 2: Choose the Right AI Automation Tool
Automating your tasks with AI requires selecting the right solution for each function. If the goal is customer service automation, for example, opt for chatbots or virtual assistants. If the focus is on automating repetitive, rule-based tasks, choose an RPA (Robotic Process Automation). In both cases, Pipefy’s AI agents can handle this task effectively, and you can create one in just five minutes. Click here to learn how.
Step 3: Time to Set Up and Test the Workflow
Once you have chosen the automation tool, it’s time to set up the workflow. To do this, establish the necessary rules and triggers.
For example: use an AI Agent to validate suppliers in a procurement process.
- In Pipefy’s pipe, create cards with the desired instructions for the procurement process;
- When setting up the automation, select the “Ask AI” option and tell Pipefy AI what it should do. Simply write the instructions (or prompt, if you prefer). Just be as detailed as possible;
- Instruct the AI to act as a procurement analyst, evaluating suppliers and offering suggestions based on the data received from these suppliers;
- The AI will select the best option based on the database information;
- Select dynamic fields in the prompt to inform the AI which data it needs to consider;
- Ask the AI to justify the presented responses (the selected supplier, the reason for the choice, and why it is the best option). You can define in the automation rules which criteria are most relevant, such as price, delivery time, and partner address;
- Done! Once the configuration is set, the AI analysis will be applied to all procurement requests according to your instructions.
Want to see how the process works more practically? Click on the video below:
The best part is that you don’t even need programming knowledge; everything happens in a no-code ou low-code way.
Step 4: Monitor and Optimize the Automation Workflow
AI task automation should be supervised and adjusted whenever necessary to ensure optimal performance.
Good tips for this include: analyzing metrics such as response time and error rate; refining rules as new needs arise; and integrating new processes to enhance overall efficiency.
Read more:
- How to choose an AI Agent for your company?
- AI Agents: boost productivity and reduce costs in your company
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